Import Vendor Invoice

This feature allows for the importing of Vendor Invoice information into the Unanet system.

While this import is primarily used to insert new entries, it can also be used for limited updating as well. Existing entries for updating will be identified by a value in the Document Number field, where as new entries will have no value in that field. This import cannot be used to delete an existing Vendor Invoice document, however, using the available purge option, you can instruct the import to first remove any existing Detail records associated with a particular Summary level entry (based on Document Number). When inserting new entries, you can use the Group Id field to identify multiple input records as belonging to the same Vendor Invoice document.

While the Vendor Invoices are comprised of multiple record types (ie Summary and Detail records), importing these records is accomplished via a single record layout. As such, the fields related to the Summary information are ignored on all but the first record (for each distinct Group Id encountered).

See Processing Rules and field descriptions below for additional information about insert and update restrictions.

Roles

This screen is available to users having any of the following roles: Administrator.

License

This feature is available with any Unanet edition.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Import File Record Layout

Field Header Name

Required/Comments

1

A

Legal_Entity_Org_Code

REQUIRED ON ADD. This code uniquely identifies the Legal Entity Organization to which the Vendor Invoice belongs. This value must match an existing active Legal Entity Organization Code value defined in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected.

This value cannot be changed on an existing Vendor Invoice.

2

B

Document_Number

REQUIRED ON UPDATE. When attempting to update an existing entry, this field is required and must match an existing Vendor Invoice document number (and that document must be in either the INUSE or SUBMITTED status). This is the field that is used to identify the collection of records in the import file that are to be associated with a particular Vendor Invoice document (during an update process).

3

C

Group_Id

The value supplied in the field is never saved to the database and is only used for the purposes of grouping records into specific Vendor Invoice documents.

When both a Group_Id and Document_Number are provided, the Group_Id field will be ignored.

All records having the same Group_Id will be grouped into a single document.

All records having no Group_Id supplied (and no Document_Number supplied) will be grouped into a single document.

4

D

Document_Date

The Document Date is the date to be associated with the Financial Document. If not provided, it will default to the current system date (when creating a new entry).

REQUIRED ON ADD. The Post Date is the date to which you desire to have a financial document posted. This date reflects the date to which various accounts are updated and for which the business transaction will appear in various financial reports.

The Post Date supplied must fall within a Fiscal Period that is open for transaction entry (unless the "Allow changes to closed fiscal periods" option has been selected).

The Post Date must fall within the allowed Begin and End Dates for the supplied AP_Account and AP_Org.

REQUIRED ON ADD. This field is used to supply the Vendor Organization to which the Vendor Invoice transaction is to be posted. This value must match an existing organization defined in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected.

This field is used to identify the Payment Terms to be associated with a particular Vendor Invoice.

This value must match an existing Payment Term value defined in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected. The master list of available options is defined by the Administrator on the Admin >> Setup >> Payment Terms screen.

When the Due_Date field is not supplied, it will be defaulted as:

Due_Date = Invoice_Date + Payment Term::Days (these are calendar days without regard for weekdays or weekends)

10

J

Due_Date

This field contains a date value identifying when payment for a particular vendor invoice is due.

If no value is provided, a date will be defaulted as:

Due_Date = Invoice_Date + Payment Term::Days (these are calendar days without regard for weekdays or weekends)

This field is intended to supply a value that represents the amount of a discount should payment for an item be received by that date. The number supplied can be zero, positive or negative.

If no value is supplied, a value will be defaulted as:

Discount_Amount = Invoice_Amount * Payment Term::Discount %

You can use the special tag !BLANK! to remove an existing entry in this field.

This field accepts a numeric value up to 16 positions to the left of the decimal and 2 positions to the right.

13

M

Require_Separate_Payment

Valid values include Y or N.

This field indicates whether the Vendor Invoice should be paid with a separate check regardless of whether there are other Vendor Invoices for the same Vendor available to pay.

Whether this option is default to Y during the add of a Vendor Invoice is determined by the value of the "Check Printing >> Require a separate payment for each invoice" check box on the Vendor Profile record associated with this Legal Entity.

Further, regardless of the value of this setting on the Vendor Invoice, the user can still choose to include multiple vendor invoices on a single Vendor Payment (when manually creating Vendor Payments). During the Bulk Vendor Payment Creation process, however, this Vendor Invoice level value will be honored and individual Vendor Payments will be generated for those Vendor Invoices configured to require a separate payment.

14

N

AP_Account

REQUIRED ON ADD. This field is required and must be an active account having an Account Type of Liability (as defined on the Admin >> Setup >> Accounts screen), allowing entry for the supplied Post_Date.

If the value you are trying to import does not already exist in the database, the entire record will be rejected.

15

O

AP_Org

REQUIRED ON ADD. This field is required and must match an existing entry in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected.

If specified on the organization setup, Transaction Entry Allowed - End Date must be >= supplied Post_Date

The organization must belong to the supplied Legal_Entity_Org_Code.

The organization must be valid for the AP_Account

16

P

Hold_Payments

Valid values include Y or N (if not provided, N is the default for an entry).

This value indicates whether a Vendor Invoice is on payment hold.

Note that a payment hold can be established at either the Vendor level via the Vendor Profile or at a specific Vendor Invoice level. Being "on hold", merely indicates invoices for a Vendor will not automatically be considered for payment during the Bulk Vendor Payment Creation process. Users can continue to manually issue Vendor Payments via the Vendor Payment screens, though the on hold indicator will be displayed for informational purposes. In short, the system does notprevent payment for On Hold Vendors or Vendor Invoices.

17

Q

Hold_Reason

CONDITIONALLY REQUIRED.

If the Hold_Payments field is Y and no value is supplied in this field, the record will reject.

If the Hold_Payments field is N and a value is supplied in this field, the record will reject.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 255 characters

18

R

Recurring

Valid values include Y or N (if not provided, N is the default for an entry).

A value of "Y" indicates this is a recurring entry.

If a value for Max_Occurrences has been provided, and this field is set to N, the record will be rejected.

19

S

Max_Occurrences

When designating a Vendor Invoice as a recurring entry, you have the option to specify the number of times you would like it to recur. This field is used to represent that value.

This field is not required, even if the Recurring field has a value of Y. If a value is provided in this field while the value in the Recurring field is N, the record will be rejected.

You can use the special tag !BLANK! to remove an existing entry in this field.

This field accepts a numeric value (whole number).

20

T

Invoice_Reference

CONDITIONALLY REQUIRED. This field is intended to record the invoice number from the received Vendor Invoice, however, it can be used to capture any identifying external reference number to associate with the document.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 25 characters

21

U

Description

This optional field is intended to capture any identifying code or value from an external source that you would like to enter and track along with the document.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 128 characters

22

V

Comments

This optional field can be used to record a comment for the current financial document.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 2000 characters

23

W

Dtl_Acct

CONDITIONALLY REQUIRED. This value is required if the current record is intended to insert a Vendor Invoice Detail entry. This field is used to supply the Detail record Account to which the Vendor Invoice transaction is to be posted. This value must match an existing account as defined on the Admin >> Setup >> Accounts screen. This value is required if the current record is intended to insert a Vendor Invoice Detail entry.

If specified on the account setup, Transaction Entry Allowed - End Date must be:

>= Post_Date

>= Reversing_Date

If the account has been configured to be available for only a 'Select' number of Legal Entities, at least one of the specified organizations must have a legal entity equal the supplied Legal Entity

If the Account provided does not require project related details for the transaction, the record will be rejected if any values are supplied in the Dtl_Proj_Org_Code, Dtl_Proj_Code, Dtl_Task_Name, Dtl_Proj_Type, or Dtl_Exp_Type fields.

24

X

Dtl_Org_Code

CONDITIONALLY REQUIRED. This value is required if the current record is intended to insert a Vendor Invoice Detail entry. This field is used to supply theDetailrecord Organization to which the Vendor Invoice transaction is to be posted. This value must match an existing organization as defined on the Organization >> Profile and Financials tabs.

The organization supplied must have the following characteristics:

The organization must be a Financial Organization

The organization must be active

Transaction entry allowed must be enabled

If specified on the organization, Transaction Entry Allowed - Begin Date must be:

<= Post_Date

<= Reversing_Date

If specified on the organization, Transaction Entry Allowed - End Date must be:

>= Post_Date

>= Reversing_Date

The organization must belong to the same legal entity as the supplied legal entity

The organization must be valid for the supplied account (as specified on the Admin >> Setup >> Account screen -- where 'All' or a 'Selected' number of organizations are defined as available for charging).

25

Y

Dtl_Reference

This is an optional field intended to capture any identifying external reference number or text to associate with the Detail line item.

If not provided, this will default to the value provided in the Reference field (from the Summary area of the record).

Maximum Length: 25 characters

26

Z

Dtl_Description

This is an optional field intended to capture any identifying code or value from an external source that you would like to enter and track along with the Detail line item.

If not provided, this will default to the value provided in the Description field (from the Summary area of the record).

Maximum Length: 128 characters

27

AA

Dtl_Transaction_Date

This date is the date to be associated with the Detail line item.

If not provided, this will default to the value provided in the Document_Date field (from the Summary area of the record).

CONDITIONALLY REQUIRED. This field is used to supply the Amount associated with the Detail line item. This field can be zero, positive or negative.

Prior to submitting a Vendor Invoice, the sum of the amounts applied in the Details associated with a particular Vendor Invoice must equal the supplied Invoice_Amount.

This field accepts a numeric value up to 16 positions to the left of the decimal and 2 positions to the right.

29

AC

Dtl_Proj_Org_Code

CONDITIONALLY REQUIRED. If the Account provided has been identified as a project related account (that is, if the Account was configured on the Admin >> Setup >> Accounts screen with theRequire Projectindicator checked), this is a required field.

This is the Project Organization code associated with the Dtl_Proj_Code supplied in the next field. The combination of these two values must match an existing Project Org / Project Code value defined in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected.

If the Account provided does not require project related details for the transaction, the record will be rejected if any value is provided for this field.

30

AD

Dtl_Proj_Code

CONDITIONALLY REQUIRED. If the Account provided has been identified as a project related account (that is, if the Account was configured on the Admin >> Setup >> Accounts screen with theRequire Projectindicator checked), this is a required field.

This is the Project Code associated with the Dtl_Proj_Org_Code supplied in the previous field. The combination of these two values must match an existing Project Org / Project Code value defined in your system. If the value you are trying to import does not already exist in the database, the entire record will be rejected.

Valid projects will be limited to:

Those that have an Owning Organization that belongs to the same Legal Entity as the Legal Entity defined on the Financial Document

Those that are associated with a Project Status having the Active indicator enabled

If the Account provided does not require project related details for the transaction, the record will be rejected if any value is provided for this field.

31

AE

Dtl_Task_Name

CONDITIONALLY REQUIRED. The value for this field will be required if the project (from above) is set to require task level expense reporting.

This value must match an existing active Task Name value in your system (belonging to the Dtl_Proj_Code listed above). If the Task Name you are trying to import does not already exist in the database, the entire record will be rejected.

If the Task has an Owning Organization defined, it must belong to the same Legal Entity as the Project's Legal Entity.

If a task is not a top-level task (e.g. it has sub-tasks), you must include a comma separated list of each task starting at the top level down. The following is an example of a valid task tree and how you would reflect each task using this import.

Task Tree Access String

1. Car Repair

"Car Repair"

1.1 Tires

"Car Repair,Tires"

1.2 Paint

"Car Repair,Paint"

1.2.1 Prep work

"Car Repair,Paint,Prep work"

1.2.2 Patching

"Car Repair,Paint,Patching"

1.3 Engine

"Car Repair,Engine"

1.3.1 Tune-up

"Car Repair,Engine,Tune-up"

1.3.1 Rebuild

"Car Repair,Engine,Rebuild"

If the Account provided does not require project related details for the transaction, the record will be rejected if any value is provided for this field.

CONDITIONALLY REQUIRED. If the Account provided has been identified as a project related account (that is, if the Account was configured on the Admin >> Setup >> Accounts screen with the Require Project indicator checked), this is a required field.

The project type supplied must have the following characteristics:

Must be active.

Must match an existing project type in the system.

If not provided, default to the task's project type (if task is provided and has a project type, otherwise default to project's project type).

If the Account provided does not require project related details for the transaction, the record will be rejected if any value is provided for this field.

33

AG

Dtl_Exp_Type

CONDITIONALLY REQUIRED. If the Account provided has been identified as a project related account (that is, if the Account was configured on the Admin >> Setup >> Accounts screen with the Require Project indicator checked), this is a required field.

If the Account provided does not require project related details for the transaction, the record will be rejected if any value is provided for this field.

34

AH

Dtl_Person_Username

This field can be used to optionally associate a named user to a financial document detail line item. Any active user can be associated with a financial document detail line item.

Note: Check out the Unanet Data model for specific field data types, lengths, and other attributes.

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicated what data is contained in each column). The specific Header Names for each column are listed in the table above.

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers and required fields noted.

Import Screen

Field Descriptions:

Select the appropriate import type from the list of available types of imports.

File to Import

Enter (or browse for) the file that you would like to import.

Output Options

Specify the level of detail included in the output.

Vendor Invoices

This option instructs the import to completely delete all associated Detail records for each distinct Vendor Invoice being updated (based on Document #). Upon processing the first record having a different Document #, all associated Detail entries will be deleted, and then subsequent records having that same Document # will be processed and inserted. Essentially, this is a means to replace all Vendor Invoice details. Note that the Summary portion of the document will remain and its values would have been updated based on the values included on that initial record.

Resulting Status

This option controls whether each Vendor Invoice will end up with a status of INUSE or SUBMITTED.

In order for the document to be placed in the SUBMITTED status, the following additional validations must pass (otherwise, the document will remain in the INUSE status regardless of this setting):

Sum of all Credit Amounts must match the sum of all Debit amounts.

None of the records associated with the document being import encountered any errors.

The default Resulting Status will be INUSE.

Fiscal Period

This option controls whether or not entries processed in the current file can make changes to a closed fiscal period.

The import process is triggered by pressing the Import button. All Warnings and Error messages are written to the screen and can then be saved if desired. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database. The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the user feedback screen. The rejected record file name will be UnanetVendorInvoiceErrorxxx, where xxx is a randomly generated number. The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property).

Processing Rules

When importing a number of records associated with the same Vendor Invoice document (ie having the same Group Id on new records, or having the same Document Number on existing records), the Summary values from the first record encountered will be used and Summary values from subsequent records will be ignored (for that group / document).

Prior to submitting a Vendor Invoice, the sum of the amounts applied in the Details associated with that Vendor Invoice must equal the supplied Invoice_Amount.

This import can be used to import Vendor Invoice Summary and Details attributes.

Posted, Voided and Voiding documents cannot be modified. Updating a document in the Submitted status, will first change its status to Inuse (although, using the Resulting Status option, it can be returned to the Submitted status).

Application document for an existing Vendor Invoice cannot be imported.

If a record encounters an error, a message will be displayed but the import will continue and subsequent records for that same Vendor Invoice will be processed. Note that should an error happen, the resulting status for the entire Vendor Invoice will always be INUSE, regardless of the screen selection.

Validations

While you can save a financial document violating certain rules, you will not be permitted to submit or post the document until they are resolved. If any of the validations fail for any row on the document, the entire document cannot be posted.

Standard financial document validations

Only System Administrators can post into closed Fiscal Periods / Years

When posting a recurring document and the document is not the last in the series, the post process will attempt to automatically create the next occurrence into the next fiscal period. The post will be prevented if the next fiscal period does not exist.

Standard financial document validations for Summary level information

Legal Entity must be a financial organization

Legal Entity must still be defined as Legal Entity at time of posting

Standard financial document validations for each Detail row

The row's Account must be active

Transaction Entry must be allowed for the Account

Document's Post Date must be within the allowed transaction date range for Account

Account must still be valid for the Organization

Organization must be active

Organization must belong to this document's Legal Entity

Transaction entry must be allowed for Organization

Document's Post Date must be within the allowed transaction date range for Organization

Project must be provided if Account requires project

Project must not be provided if Account does not require project

Project provided must be active

Project's Owning Organization must belong to this document's Legal Entity

Task must be provided if project is defined as "requires tasks for expense reporting"